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Purchasing Office

For Vendors

Find registration information, details for sub-contractors, and useful forms to make your experience with Illinois State as easy as possible.

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For Campus

News and Information

  • Ship To Codes

    Ship To Codes are two-digit codes entered in the “Ship To” field in Colleague when submitting a requisition (REQM). This field will be printed on the purchase order for vendors to determine where invoices are delivered. All goods listed on a purchase order are delivered to Central Receiving. Only invoices will be sent to the location indicated by the Ship To code entered. Entering a Ship To code is beneficial because it provides vendors an address to issue invoices directly to your department without first needing to funnel through Purchasing. If you are looking for information on how to have goods delivered to a location other than Central Receiving, please contact Purchasing at  ISUPurchasing@ilstu.edu  with details for guidance.

    A complete index of current Ship To codes is available in the   Ship to Codes.xlsx    document. If you represent a department that has a need for a new Ship To code or updates to the current Ship To codes listed, please complete this  form   .

    Here are a few tips to review before requesting updates:

      • Ship To codes are intended for departmental use, not individual members of a department
      • Information on how to select a new Ship To code is available on the “New or Updated Codes” tab of the   Ship to Codes.xlsx    document
      • Having multiple Ship To codes per department is most often useful if your department receives deliveries at multiple locations, such as a residence hall
      • The “Departmental Name” field is limited to 25 characters. Abbreviations may be necessary for departments with longer names
  • CURRENT/FORMER EMPLOYEES AS INDEPENDENT CONTRACTORS

    Prior to engaging the services of a current or former employee as an independent contractor, the department(s) contracting for services must assess the relationship with the individual providing such services to ensure that they are properly classified as an independent contractor. Resources to assist in making the appropriate determination may be located on the University Payroll Office Employee Determination website .

    As part of the assessment process, the department(s) contracting for the services to the University need to obtain the Dean/Director’s approval from both the contracting department and the employing or formerly employing department. These approvals are now part of a Kuali workflow process. Once the appropriate approvals have been received, the Director of Purchasing must sign the agreement regardless of dollar amount.

    Given the characterization of a person as an independent contractor or as employee has important tax and non‐tax consequences to both the University and the individual, the Office of the Vice President of Finance and Planning or its designee, University Comptroller’s Office, reserves the right to reclassify the designations as deemed appropriate.

     

    Important Note: Failure to obtain an approved conflict of interest review prior to services beginning or an agreement being signed is a violation of University policy; resulting in reporting of the violation and needing approval from the President to pay the individual.

     

    ***For full details, including a link to the Kulai workflow process, see the Purchasing Acquisitions webpage***
  • Amazon Business Prime

    The University now has a single Amazon Business Prime account for the entirety of campus.  If you have completed the account setup with the launch of this program you can access your account through the following link:  Centralized ISU Amazon Business Prime.  For those that need to set up or transfer their account, contact   Rebecca Grider   by email at   rmcarls1@ilstu.edu. If you intend to make purchases over $1,000.00, please provide your budget officer's information, as those purchases will need their approval.

    Please keep in mind the following when buying from Amazon:

    • Orders over $1,000 and under $10,000 need your budget officer's (or delegates) approval through the Amazon website.
    • Software cannot by purchased without Purchasing's review/approval
    • Furniture cannot be purchased
    • Orders $10,000 and over are prohibited
    • Stringing smaller purchases together to stay under the $1,000 or $10,000 threshold is prohibited
    • The default shipping address for all Amazon orders is Central Receiving. To reduce confusion and expedite receipt of your order, please enter a contact name and your department in step 3 (pictured below) when checking out.
    • Amazon checkout step 3: Choose a shipping address. There is an alert reading "Keep operating hours up to date - If your hours ever change at an address, click Edit Delivery Preferences to update them" followed by a box reading "Does this order need to be delivered to a recipient other than the name in your address book? Deliver to: [text input field] This will be applied to only this order.
      • This field has a character limit of 50
      • Student workers should not be listed here
  • FY23 Year-End and FY24 New Year Orientation Now Available! 

  • **NEW** Requisition Threshold Increased to $10,000

    Starting 7/1/22 the requisition threshold is increased to $10,000. NOTE: All vendor contracts must be reviewed and signed by Purchasing regardless of dollar amount and can be submitted through the Sharepoint Intake Portal. The only exception to this is when departments utilize a standard University agreement such as the Agreement for Services.

  • Conflict of Interest & Current/Former Employees as Independent Contractors

    New Procedures - As part of the assessment process, the department(s) contracting for the services to the university need to obtain the Dean/Director's approval from both the contracting department and the employing or formerly employing department.

    Conflict of Interest Procedure

  • Coronavirus (COVID-19) Purchasing Information

    For information regarding contracts affected by COVID-19, please see the following FAQ.

    Contract FAQ - COVID 19

  • Small Purchase Procedures (Updated)

    Starting July 1, 2020 all small purchases over $20,000 willrequire 3 or more quotes submitted along with the requisition (including at least one quote from a certified diverse vendor)

    The Chief Procurement Office of Higher Education has established rules regarding purchases over $20,000 and under bid level ($100,000 for most types of procurements):

    Rule 4.2020 - Purchases over $20,000 - quotes must be sought from multiple vendors, be in writing, promote small and diverse businesses, and be maintained in the procurement file.

    View the new requirements

  • Spring Procurement/Comptroller Training Slides

    Due the stay-at-home directive from the governor, there will be no face-to-face training presentation this year. However, the presentation slides are available for you as a resource and have been updated accordingly.

    New and significant changes have been highlighted in a blue font throughout the slides. These include topics such as:

    • P-Card Review: New Orientation Requirements
    • Office Depot: Order Approval Changes
    • Business Enterprise Program (BEP): Information on the Diverse Vendor Program
    • State/Cooperative/Cooperative Resources: Link to Available State Contracts
    • Agreement for Services: New Force Majeure Language
    • Voucher Process:Guidance on Voucher Expectations
    • Fiscal Year-End Guidelines: Late Requisition Submission Requirements

    View Training Slides

  • Updated Agreement for Services

    The Agreement for services has been updated to include new force majeure and COVID-19 language. Please ensure you utilize the new form when you need to enter into an agreement with a vendor.

  • SharePoint Requisition Intake System

    Reminder: The SharePoint requisition intake system is the only acceptable method to submit requisition documentation, contracts under $10,000, and Budget Officer approvals to the Purchasing Department. Please note that this does not replace the need to create a requisition in Colleague/Datatel, but it is a uniform way to submit backup documentation, provide crucial information to the Purchasing Office, and allows for Budget Officer approval through the SharePoint system instead of in Colleague/Datatel.

    Training sessions for this new submission process and on how to best utilize the Purchasing SharePoint Dashboard will be available monthly.

    You can register for one of the training sessions at the Purchasing website, or here is the link.